Legal

Terms of Service

Effective October 11, 2026

These terms are an agreement between AXORA TECH LLC ("we", "us") and the organization or person using CACFP FoodFlow at cacfpfoodflow.com (the "Service"). If you accept them for an organization, you confirm that you are authorized to bind that organization. Our Privacy Policy explains how we handle data and is part of these terms.

1. The Service

FoodFlow helps USDA Child and Adult Care Food Program (CACFP) sponsoring organizations ("sponsors") and the centers and family day care homes they oversee ("sites") do the following:

• record attendance and point-of-service meal counts, including offline
• keep enrollment, eligibility and menu records
• review edit-check flags
• prepare, approve and export monthly claims

2. Accounts and roles

• Sign-in is provided through Netlify Identity. Keep your password secure; you are responsible for activity under your account.
• A sponsor admin creates the sponsor account and invites others as monitors, site directors or classroom staff. Each person sees and does only what their role allows. The sponsor is responsible for who it invites, the roles it assigns, and removing people who should no longer have access.
• Use the email address you were invited at and keep your account details accurate.

3. Your responsibilities for CACFP compliance

FoodFlow is a record-keeping and claim-preparation tool. The sponsor remains responsible for the accuracy of its records, for its eligibility determinations, and for every claim it submits to its state agency.

• Reimbursement amounts shown in FoodFlow are estimates based on the published USDA rates we have loaded. Your state agency determines what is actually paid.
• Edit checks help you find likely problems. They do not guarantee that a claim is complete or compliant. Review the flags, your source documents and your state agency's guidance before you submit.
• Export formats, including the Pennsylvania PEARS-ready summary, are provided to help you key or file your claim. Confirm them against your state agency's current requirements.
• You are responsible for keeping program records for the period CACFP and your state require. You can export your records before closing your account.

4. Your data

• The sponsor owns its data. This includes everything the sponsor and its sites enter, such as participant, household, meal-count and claim records.
• You give us permission to host, process, back up and display that data only as needed to provide and support the Service, as described in the Privacy Policy. We handle information about children and households only on the sponsor's behalf.
• You confirm that you have the authority and any notices or consents required to enter that information.
• On request from a sponsor admin, we will provide an export of the sponsor's data. We will also delete it as described in the Privacy Policy.

5. Subscription and billing

• The price is $25 per active site per month, plus any applicable taxes. It is billed monthly in advance through Stripe.
• The number of billed sites follows the number of sites marked active. When a sponsor adds, activates or retires a site, Stripe adjusts the subscription and prorates the change on the next invoice.
• Sponsor admins can update payment details, view invoices or cancel through the billing portal. Cancellation takes effect at the end of the current billing period, and we do not refund partial months unless the law requires it.
• Demo sponsors are free and contain only fictional data. Do not enter real children's information into a demo sponsor.
• We may change prices with at least 30 days' notice to sponsor admins. The change takes effect at your next billing period after that notice.
• If a payment fails and is not resolved, we may restrict the account after notice. We will not delete data for non-payment without first giving the sponsor a chance to export it.

6. Offline use

Meal counts recorded while a device is offline are stored on that device until it reconnects and syncs. Counts that have not synced can be lost if the device is lost, reset or signed out before syncing. Reconnect devices regularly and check that counts show as synced.

7. Acceptable use

You agree not to:

• try to access another sponsor's data or bypass role restrictions
• disrupt or overload the Service, or probe it for vulnerabilities without our written permission
• use the Service to submit false claims
• upload malicious code
• resell the Service without our agreement

We may suspend access that threatens the Service or other customers, and will tell you why when we can.

8. Availability and changes

We work to keep FoodFlow available and secure, but we do not promise uninterrupted service. We may improve or change features. If we remove a feature that sponsors materially rely on, we will give reasonable notice.

9. Disclaimers

Except as expressly stated in these terms, the Service is provided "as is" and "as available". To the extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. We are not affiliated with or endorsed by USDA or any state agency.

10. Limitation of liability

To the extent the law allows, we are not liable for any of the following:

• indirect, incidental, special, consequential or punitive damages
• lost profits or revenue
• disallowed or reduced reimbursements

Our total liability for any claim relating to the Service is limited to the amount the sponsor paid us for the Service in the 12 months before the claim arose.

11. Ending the agreement

A sponsor may stop using the Service and cancel at any time. We may end these terms if you materially breach them and do not fix the breach within 30 days of notice. After the account ends, sponsor admins may request an export of the sponsor's data for 30 days. After that we delete it as described in the Privacy Policy.

12. Changes to these terms

We may update these terms. We will post the new version here with a new effective date and notify sponsor admins of material changes before they take effect. Continuing to use the Service after that means you accept the updated terms.

13. Governing law

These terms are governed by the laws of the state in which AXORA TECH LLC is organized, without regard to its conflict-of-law rules.

14. Contact

AXORA TECH LLC, operator of CACFP FoodFlow
Email: support@cacfpfoodflow.com